Subcontractor management at engineering contractors involves onboarding, document collection, compliance verification, and payment processing. Manual tracking across email, spreadsheets, and accounting software creates delays, compliance gaps, and repeated follow-ups.
Automation captures subcontractor data at intake, validates documents against expiry dates, flags compliance issues, and routes approvals to the right person. Payment processing becomes conditional on current compliance status, reducing risk and speeding approval.
The full workflow, from trigger to completion.
Automation triggers when a new subcontractor record is created or an invoice arrives from an active subcontractor via email.
The automation extracts subcontractor name, contact, and project details or email, and logs them into a centralized registry.
An automated email is sent to the subcontractor requesting insurance, tax, and safety documentation with a deadline and direct upload link.
The automation reviews uploaded documents, extracts expiry dates, and flags any missing or non-compliant items. Results are logged.
Once all documents are valid, the subcontractor status is automatically updated to approved and a confirmation is sent.
When an invoice is received, the automation checks to verify the subcontractor's compliance status and expiry dates. If compliant, the invoice is approved.
The approved invoice is automatically scheduled for payment, and a notification is sent to the accounts team with payment confirmation details.
Daily, the automation checks for credentials expiring within 30 days and sends proactive alerts and renewal request emails to subcontractors.
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